Document Management Specialist

• Supports the Project Management Offices by performing records management, maintenance of CPM Document Control Office, and other project records management tasks.
• Handling/ Transmittal of documents
  • Ensure Completeness of project folders (ongoing and previous/completed) per project
  • Ensure completeness of documents transmitted to outside the PM team
    • Establishment of document transmittal numbering system
    • Handles the processing (documents routing, sorting, scanning, stamps, filling, retrieval, distribution/transmittal) of incoming and outgoing documents/transmittals of assigned projects. ·
    • Maintains a document log for incoming and outgoing transmittals.
    • Ensure documents are complete, approved, acceptable and submitted within the agreed schedule
    • Maintains a repository of project documentation and information in the PM filling cabinets
    • Identifies, maintains, secure and protects the hard copies and e-copies of project folders.
    • Delivers reports on compliance and status of documents as directed by the PM Team
    • Coordinates and collaborate with Project Management team and contractors to ensure proper and timely processing of project documents.
    • Coordinates and assist in ensuring completeness of project folders
    • Follow up overdue and pending docs from the Reviewers to ensure that agreed TAT is being followed.
• Establishment and Implementation of Document Control System of all projects related documents
  • Responsible for the development, implementation, and continuous improvement of the document control system to efficiently capture, monitor, distribute and organize project documents
  • Monitoring System for critical project documents including but not limited to tracking, monitoring and maintenance of update Project Insurance, Bonds, Performance Securities and Guarantees
  • Establishment of turn-around time of document processing from handover to review, processing, release and archiving
  • Manages the system in accordance with set internal policies and procedures and ensures continuous improvement of the system, processes, and methods
  • Manages the receipt and transmittal of internal and external project documents, ensuring control, accuracy, quality and integrity.
  • Coordinates with the project team, departments within MWIS, and other relevant groups including Contractors and other stakeholders in establishing and implementing document control systems and procedure.
• Timely Processing of CAPEX Billings and Administrative Support to Project Management
  • Handles processing of Contract and Job Order, coordination with Legal and procurement for timely release of needed documents.
  • Support the operation by ensuring smooth and cost-efficient planning and execution, deliveries, and control of all administrative matters.

OTHER RESPONSIBILITIES

Other Responsibilities (For All Roles)

Performs other related functions inherent in team operation, acts as corporate resource and performs other tasks assigned by higher management.